Parent & Provider Policy Handbook
A Teacher’s Prayer
I want to teach my students more than lessons in a book;
I want to teach them deeper things that people overlook-
The value of a rose in bloom, its use and beauty, too
A sense of curiosity to discover what is true;
How to think and how to choose the right above the wrong,
How to live and learn each day and grow up to be strong;
To teach them always how to gain in wisdom and in grace,
So they will someday make the world a brighter, better place.
Lord, let me be a friend and guide to give these minds a start
Upon their way down life’s long road, then I’ll have done my part.
~Author Unknown
Hilary’s Home Daycare
Hilary Cypher
46116 248th St.
Colton, SD 57018
446-3951
941-3282
HilarysHomeDaycare.com
facebook.com/HilarysHomeDaycare
Enrollment
At the time of enrollment and annually thereafter, each family will be given a copy of the handbook to read and keep. Please read all of it. Having a clear understanding of the policies and procedures followed in your child’s daycare will be a benefit to all involved, and is well worth the few minutes it takes. The following items will need to be turned in before your child’s first day of care:
- Signed ContractAgreement
- Completed child enrollment packet, including emergency contact info, health issues, etc.
- Photocopy of your child’s up to date immunization records (these will need to be continually updated during the time of your child’s enrollment, a requirement of the State of South Dakota’s Childcare Licensing Program)
- Signed General Permission form
- First week’s tuition payment
Policy Revisions
Revisions made to policies and procedures, contracts and forms may be done with a minimumof 2 weeks notice unless it is a new state or federal regulation – these changes will take place immediately. Policies, contracts, and forms will be reviewed periodically and updated annually. I will notify parents in writing of any changes. All previous forms will becomeobsolete.
Open Door Policy
While your child is in my care, you can always be assured that the door is open to you. Please feel free to drop in and check on your child. Please keep in mind, however, that a child adjusting to a new surrounding will want to leave with you if you pop in for a visit. Please take our schedule into consideration when dropping in or calling (no visits/pick-ups/drop-offs between 1-3pm), and remember that visitors usually cause children to react in an excited manner that does not normally occur when I am alone with the children. Additionally, there may be times when it is not possible for me to run to the phone (diaper changing, bottle feeding, etc.). If the phone goes unanswered, please do not become alarmed, simply leave me a message and I will call you as soon as I am able.
Christian Family Daycare
I choose to incorporate my family’s Christian values into various aspects of my childcare. I want my own children to see that Christianity applies to us all day, every day, not just after “business hours.” If someone’s beliefs are different from ours, we will never belittle or challenge those beliefs and differing opinions are encouraged as a part of learning and growth for our children. However, I would like parents to be aware that I will occasionally do Christianity based activities with the children(especially around holidays such as Christmas and Easter), play Christian music, and we always say a blessing before each meal.
Communication
Communication is very important to me. When I accept a new family into my home I like to besure that we can share openly any concerns or questions that may arise. I feel that we are ateam raising your child. If we can work together then your child can feel secure in knowing theyhave two families who love them very much. I grow to love each child I keep very much and Iam always glad to have a chance to be a part of their lives. It is important that there is a similarchildcare philosophy between us.
I welcome questions, feedback, or discussions of any kind that affect a positive outcome for thechild. Sensitive issues may be discussed outside of regular hours either by phone, e-mail, or ascheduled conference. You may call me between 6:00 a.m. – 9:00 p.m. I will occasionally send notes home when there is an upcoming event, vacation, or general concern. I will also send home personalized daily reports of what your child did that day for the infants and occasionally the toddlers. All parents should check our bulletin board by the door regularly for important information, special announcements, etc. as well as your child’s hook for wet clothes, artwork, etc.
Payment and Late Fees
All payments must be received on or before the Friday prior to provided care, regardless of vacations or holidays. Since you are paying for the upcoming week, if an unexpected illness or absence occurs where you elect to use a “free” day, we will subtract it from the following week’s total. If fees are not paid by the end of the day on Friday, regardless of reason for late payment, you will need to add a late fee of $10 to your regular weekly rate and both late fee and weekly payment are considered due immediately. No exceptions will be made to this policy. If full payment is not received by Monday, no further child care will be provided, I will consider your spot to be open, and you will be required to pay an additional amount equal to two weeks childcare as your notice of withdrawal. You will run the risk of your childcare spot being filled by another family.
I realize the financial burden that childcare places on parents, and hope parents understand thatas a business, childcare places financial obligations on the provider as well. Payments received from parents are immediately used for things such as groceries, utilities, insurance, toys, supplies and equipment. I also have a financial responsibility to my family. Your fees are my paycheck and it is only reasonable for me to expect to receive it on time, just as you do from your job. Should it be necessary, I will take all outstanding accounts to court and collections. Parent/guardian is responsible for all court costs.
Checks: There will be a $30.00 charge for all checks returned N.S.F. plus any additionalcharges incurred to me by the bank. Parents who have two or more N.S.F. checkswill be required to pay by cash or money order.
Late Pick-Up Fees
Hours of operation for this daycare are from 7:30 a.m. to 5:30 p.m. If your work schedule allows for you to pick up your child by 5 p.m., I ask that you please do so. If your child is picked up later than 5:30 p.m., there will be a late fee of $1 per minute past 5:30. The fee will be charged unless prior arrangements have been made and accepted by me. Please understand that the late pick up fee is not a way for me to earn extra money. It is intended to discourage late pick-ups and to allow me my evening time with my family. I would much rather have all the children picked up on time than to ever earn a dollar from late pick-ups.
Arrival and Departures
It helps your child tremendously if your child is aware that you will be arriving early or late, inthat they come to expect regularity and thrive on it. I also try to have children gather their belongings in preparation for your arrival time. Please keep me informed so I can in turn keep your child informed!
Provider Closure Days
Each year, I will take up to 3 days of paid professional development time (to be used for me to attend professional development trainings/conferences), and 10 days of paid vacation/sick time. This may be taken all at once, or spread out over the course of the year. These days are allotted to ensure that I have time to recharge myself so I may be at my very best for your children each day that they are in my care. I will do my best to give you plenty of notice before any of my vacation days. I will always try to give you a minimum of two weeks notice before a vacation day, but usually provide families with a vacation calendar at the beginning of each year. Additionally, the paid holidays that I take each year are:
- New Year’s Eve
- New Year’s Day*
- Memorial Day
- Independence Day*
- Labor Day
- Thanksgiving & the day after
- Christmas Eve*
- Christmas Day*
*If the holiday falls on a Saturday, I will close the Friday before, if it falls on a Sunday, I will close the following Monday.
Your regular weekly rate will still apply for the week in which a holiday or vacation day falls. “Free days” (see next section) cannot be used for paid closure dates.If paying for holidays/vacation days will cause a financial hardship for your family, you may apply for a hardship variance. Please speak with me if this is the case.
If it is ever necessary for me to leave early, before normal hours are over, you will be notified in advance. I will either ask that you pick up your child early, or I may leave a responsible and trusted friend, colleague, or family member in charge of the daycare for a minimal amount of time. In this case, I will always inform the parents before doing so.
Parent Vacations/Sick Days
Each year, beginning at the time of enrollment, each full time family will be allotted 10 “free” days for which you will not need to pay. Each part time family will be allotted 5 “free” days. These are to be used for your family’s vacation days or sick days when the childcare business is open and able to provide care, but your child(ren) are not in attendance. I will keep track of your remaining free days, and assume that you will let me know when you want to use a free day. When you will be using any more than two free days consecutively, or within a one week period, a two week notice is required. Payments are still due on or before each Friday, regardless of illness or vacation days.
Extended Absences
In cases of your potential absence due to maternity leave, summer break, or extended leave from yourjob, I will require ½ of your monthly fees for the entire time of your absence if you wish to hold your child’sspot. This fee is in order to hold your child’s position until such time as your leave ends and care will not be provided as a part of this fee. This payment can be made on either a weekly, biweekly, or monthly basis, and payment will still be due on or before each Friday to avoid late fees. I must receive at least a 1 month written notice and the leave must be for no longer than a 3 month period. In the event that you would like to bring your child(ren) on a part time basis for an extended period of time, while still holding a full time spot for the end of that period, please inquire as to the part time rate for your family.
Potty Training
I will happily assist in potty training with the understanding that it will only work if we work together. Your child will not learn effectively if things are not consistent both in my care and at home. I ask that you please work with your child at home, either during vacation or over a weekend before I will begin potty training here. Clothing should be easy to manage to encourage self-help skills. Buckles, belts, onesies, overalls and suspenders when in a hurry to use the bathroom may create a problem and result in unnecessary frustration for your child. I also require that each potty training child have several changes of underwear and extra changes of clothing, including socks. For sanitary reasons in a setting such as mine, plastic training covers may also be required for a short period of time during the learning process.
While I appreciate that potty learning is different for each child, I do have a preferred method; one that I believe is most effective. If you have any questions about how to potty train, please ask me. I will be more than happy to discuss my experiences with you.
Nap Time
Rest or naptime will be provided for all children younger than six years of age. Children are not required to sleep, but they will be expected to lie quietly to allow others their rest. Children older than five years of age (or those who have begun school) will be provided with quiet activities during this time. Depending on the children, nap time generally runs from about 1:00 until 3:00pm.Since my nap room is right by the front door,I ask that there be no dropping off or picking up during those times, so as not to interrupt those that need their sleep.
Behavioral Goals
While in my care, positive encouragement is enforced. Children will NOT be subject tospanking, hitting, or to verbal, emotional, or physical punishment. Time-outs will be used minimally, as deemed appropriate and not as punishment, but only to give children a chance to calm down in order to reach a solution. I believe themost effective ways of enforcing positive behaviors are: praise, respect, re-direction, and positive re-enforcement. They need to know I am always available to listen and help, not to judge. Disagreement and conflict are valuable opportunities. Each disagreement is a chance to learn conflict resolution skills that will benefit the children throughout their whole lives. My goal is to coach the children so they can negotiate, compromise, brainstorm and learn to work it out together.
If something of a more serious nature or a persistent behavior should occur that is of concern tome or a threat to the safety of others, I will discuss it with you so that we can jointlydecide on a course of action that is followed at home and in my care. If the problem cannot beresolved, arrangements must be made for the child to receive care elsewhere.
Withdrawal/Termination
The first few weeks of childcare are to be an expected adjustment period while we all get to know each other. It is my responsibility to let theparent know if the child seems unhappy or the arrangement is unsatisfactory for any otherreason. It is the parent’s responsibility to let me know the same.
Should you decide not to continue to have your child remain in my care, two week’s written notice isrequired. Fees will still be due if the parent withdraws the child beforenotice is given, or at any given time during the notice. Two week’s fees may be paid in lieu of two week’s notice. Termination notice will NOT be accepted while provider or parents are onvacation. I will provide the parents with two week’s written notice if I am no longer able to care for yourchild. You are still responsible for paying the weekly fees during this notice regardless, whetheryour child attends or not. I will terminate our child care arrangementsimmediately for any of the following reasons (but notsolely limited to):
• Failure to comply with the policies set forth in this handbook.
• Destructive or hurtful behavior of child that persists even with parent cooperation in stoppingthe behavior.
• Non-Payment of childcare fees or late and/or recurring late payment of fees.
• Failure to show up for 5 days in a row without any communication.
• Failure to complete required forms.
• Inability to meet the child’s needs without additional staff.
• Blatant disrespect towards provider or provider’s family.
• If parents knowingly bring their child ill.
Child Abuse/Neglect
It is law and also my responsibility as a childcare provider to report any and all abuse or neglectperformed on a child. I cannot turn my backto a child that has been abused or neglected. Therefore, I will notify Child Protective Services and/or the Police Department when it appearsthat a child in my care is being physically, sexually, or emotionally abused, neglected, orexploited.
Supplies
Parents are responsible for supplying:
• A full change of clothing appropriate for weather conditions, regardless of child’s age
•Bottles, and Formula(if other than “Up & Up” brand Iron Fortified Infant Formula)
• Diapers & Wipes
• Any other special supplies your child may need.
All personal belongings should be marked with child's name. It is not necessary to bring eatingutensils, cups or dishes as they will be supplied. Donations help me keep costs down, so if you have any of the following items on hand and arewilling to donate them, it would be greatly appreciated. This is not mandatory.
• Healthful snack foods (fruits, crackers, etc)
• Magazines for cutting, especially ones like National Geographic that depict other cultures, orany that have lots of pictures of people, children, or animals. We are looking for pictures thatwould appeal to children.
• Paper of any kind, brown, white, colored, waxed, foil etc.
• Crayons, water color paints or any misc. art supplies such as fabric scraps, glitter, pipecleaners, paper plates, glue, etc.
• IDEAS! We welcome any ideas that you may have for fun activities!!!
I teach the children creativity, problem solving, and pride in their skills. Sometimes these valuesget messy. Some days we will be painting, others we may be exploring mud, so please send your child in appropriate clothing. Please dress your child for real success. Their “work” here is play! It would break my heart to have to stop a child who is deeply involved in learning to say, “Hey, don’t get your shirt dirty!” If there is an occasion thatcalls for special clothing please bring this clothing in an extra bag and I will help your childchange before you arrive for pickup. Provider is not responsible for your child’s clothing orpersonal items brought into the childcare home. I will let you know when I need more supplies foryour child.